How To: Claim a Pencil-In Hold

Claiming a Pencil-In Hold converting it to a confirmed reservation.

Summary:

Pencil-In Holds in Campspot allow you to secure a campsite for a guest when their payment information is not immediately available. This feature empowers guests to complete their reservations within a specified time frame, ensuring a seamless booking process. This article will explain how to claim a Pencil-In Hold once a guest is ready to convert to a confirmed reservation.

Uses:

Pencil-In Holds are beneficial for:

• Temporarily Securing a Campsite: Hold a site when payment information is unavailable or the guest is not ready to commit immediately.
• Facilitating Online Completion: Allow guests to finalize their reservations online within a designated timeframe, improving their booking experience.

Converting a Pencil-In Hold to a Confirmed Reservation

A Pencil-In Hold is a great way to quickly "Hold" a reservation for a guest who needs a little time to move towards confirming their plans. This feature not only holds a site, but it also locks in Base Pricing based on the rates at the time of the hold.

Step-by-Step Instructions

Once a Pencil-In Hold has been created, the guest will automatically receive an email with a summary of the reservation and a link to complete the booking online by submitting payment.

If the guest chooses to contact you directly to convert the hold into a confirmed reservation, follow the steps outlined below.

Step 1: Find the Pencil-In Hold

Find the Pencil-In Hold on the Reservation Grid, search for the reservation in the Reservation List, or access the Guest Profile via the Customers tab.

Please Note:  A Pencil-In Hold will not have a reservation number assigned until the reservation is confirmed.

Identifying Pencil-In Holds:

Pencil-In Holds are displayed on the grid as grey blocks with text indicating the reservation holder's name. These holds may appear with a candy-striped pattern if they are locked.

Step 2: Convert to a Confirmed Booking

1. On the Reservation Summary, click the Claim button, found at the top of the page.
2. On the first Check Out page, confirm that all of the information including: Guest and Billing information, Promo Codes and Discounts.
3. Click Continue To Payment at the bottom of the page.
4. Confirm the payment amount.
5. Select the Payment Method.
6. Follow the prompts on the Payment Entry screen based on the Payment Method you selected.
7. Verify whether you would like to send the guest an email confirmation upon reservation confirmation.
8. Click the green button to submit the payment.
9. After the payment is submitted, the reservation is confirmed and will show on your Reservation Grid and Reservation List.

Most Common FAQ:

Q: How does a Pencil-In Hold benefit me and my guests?

• For Guests: It provides them with the flexibility to finalize their reservations online within a designated period, ensuring a seamless booking experience.
• For You: It helps in managing reservations when guests need time to decide, while securing the base pricing and making the booking process more efficient.

Q: Can I guarantee a specific site with a Pencil-In Hold?

Similar to creating a typical reservation, to guarantee a particular site, you must select the "Pay Lock Site Fee" option when adding the site to the Shopping Cart.

Q: What happens if a Pencil-In Hold is not claimed before the release date?

If a Pencil-In Hold is not claimed before the Unclaimed Site Release date, the site will be automatically released and become available for other bookings.

Q: Can a Pencil-In Hold expiration date be extended?

Yes. From the Reservation Summary of the hold, you can click "Extend" to redefine the expiration date.

Q: Can a Pencil-In Hold be claimed after the expiration date has passed?

Once the expiration date has passed, the Pencil-In Hold will be deleted from the system. To complete a booking, you will need to complete a New Reservation.

Q: How can a guest claim their Pencil-In Hold?

Guests can claim their hold by using the link provided in the automated email they received. Alternatively, they can contact you directly to complete the reservation through the Admin Site.